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driving adoption of lotus connections



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  • 1. Driving Adoption of Lotus Connections Within Your Organization Rocky Oliver Chief Technology Officer Workflow Studios Twitter: @LotusGeek Skype: Lotus.Geek
  • 2. Agenda – Social Networking ● Introduction ● What is Social Networking? ● Why is Social Networking Important? ● Introduction: Lotus Connections ● Agenda – Driving Adoption
  • 3. Introduction ● Began “Lotus Geek” career in 1992 at Lotus Development – Word Processing Division ● Consultant for large companies, small companies, and my own company ● Writer (3 books, many articles) ● Speaker (Lotusphere, other conferences in Europe and US) ● Happily work for Workflow Studios now
  • 4. What is Social Networking? • What is a Social Network? • Academic Definition: “A social network is a social structure made of individuals (or organizations) called "nodes," which are tied (connected) by one or more specifc types of interdependency, such as friendship, kinship, fnancial exchange, dislike, sexual relationships, or relationships of beliefs, knowledge or prestige.” (Wikipedia) • Then what are Social Network Services?
  • 5. Social Network Services • What is a Social Network? • Academic Definition: “A social network service focuses on building and refecting of social networks or social relations among people, e.g., who share interests and/or activities. A social network service essentially consists of a representation of each user (often a profle), his/her social links, and a variety of additional services. Most social network services are web based and provide means for users to interact over the internet, such as e-mail and instant messaging. Although online community services are sometimes considered as a social network service in a broader sense, social network service usually means an individual-centered service whereas online community services are group-centered.” (Wikipedia)
  • 6. There is a world of choices... ● Source: Forrester as reported by:
  • 7. Most-used Social Media ● Media Marketing Report - March 2009 ● Survey Results of 880 Participants - Most Used Social Media Tools
  • 8. Social Networking for the Lotus Professional ● As a Lotus Professional, you MUST become a part of the “Yellowverse” - but how? ● Start small - LinkedIn (Business profiles and other stuff) ● Getting braver - Facebook (Social profiling and network) – Incidentally, also great for “social” side of networking! ● Feeling frisky - Twitter – - search, follow, share ● (More on this in the appendix...)
  • 9. Social Networking, Corporate Style ● You have plugged into the YellowVerse ● You realize the power of social networking ● You want to bring that power to your corporation ● But how? ● Lotus Connections, of course!
  • 10. Lotus Connections ● What is Lotus Connections? ● “Lotus Connections is social computing software for business that empowers you to be more innovative.” (IBM) ● ● In reality, Lotus Connections 2.5 currently contains seven features
  • 11. Lotus Connections - Features ● Files – provides a convenient way to share documents, spreadsheets, presentations, and other types of files with people without the need to send large files through e-mail ● Wikis – allows teams to collaboratively enter, edit, and publish Web page content ● Communities – allows individuals with a common interest, responsibility, or area of expertise to stay in touch, share information, exchange ideas, and collaborate on projects
  • 12. Lotus Connections - Features ● Home Page – provides individuals with a consolidated view of their social data from across all of the Lotus Connections services ● Activities – allows individuals to create online work areas where they and their teammates can gather together the e-mails, IM chats, documents, messages, and other information that they need to accomplish a business objective
  • 13. Lotus Connections - Features ● Blogs – allows you to present your ideas, get feedback from others, and learn from the expertise and experience of others who blog ● Bookmarks (Dogear) – permits one to save, organize, and share bookmarks; and also discover bookmarks that have been qualified by others
  • 14. Lotus Connections ● Demo #1 – Workflow Studios internal site – Basic install ● Demo #2 – – Connections 2.0, but customized
  • 15. Driving Adoption ● Biggest thing to keep in mind – every company is different ● No “one size fits all” strategy ● However, there are standardized techniques for determining the right strategy for your organization
  • 16. Agenda – Driving Adoption ● How do I begin? ● Identify specific business goals ● Pilot the feature(s) being deployed ● Define and execute an adoption plan for the larger community ● Overcome common hurdles ● Adoption “recipes”
  • 17. Beginning Your Project ● Planning and Documentation – Understand your users – What are your goals? More on that in a minute – Use a blog to document your work ● Who are your sponsors? – Legal – HR – IT – Marketing – C-Level ● Is this for internal or external - or both?
  • 18. Identify Business Goals ● You need to identify concrete business goals – Incidentally, this is true for ALL projects ● Must be measurable – Allows use to demonstrate “before” and “after” ● Must be specific to your business
  • 19. Business Goals - Examples ● Facilitate increased communication across teams, business units, and geographies to reduce duplication of effort ● Improve ability to respond more rapidly to customer needs and inquiries ● Reduce the burden on email for collaboration, which is not designed to be a many-to-many communication platform ● Stimulate creativity to generate new ideas for products, services and go-to-market strategies
  • 20. Business Goals – Examples ● Reduce, rework, and improve quality of people's deliverables ● Decrease the learning curve for new employees ● Make better decisions, knowing they were vetted by experts across the organization and reflect past experience
  • 21. Documentation ● Use a blog to publish your progress ● Consider a wiki to share collaborative information ● Prepare to measure: daily, weekly, monthly, quarterly – Create calendar events to ensure that you gather metrics accordingly ● Create an Activity and Community for the project
  • 22. Selling the Services ● End users will not want “another system” ● Sell these services as UPGRADES ● Blog: the new newsletter; the new memo from the President ● Wiki: the new knowledge base; new team sharing site ● Profiles: the new corporate address book ● Communities: the new are for people to share common interests that do not relate to work ● Activities: should be attractive to Project Managers
  • 23. Pilot the Deployed Features ● Create a plan to pilot Lotus Connections to identify challenges and best practices native to your organization ● Let's talk about this Pilot Group...
  • 24. The Pilot Group ● Chose from various segments of your company – not just IT ● Chose mostly well-connected people – 75% well-connected – 20% mostly-connected – 5% non-connected ● Idea: choose a smaller pilot group that is responsible to increase the size of the group
  • 25. The Pilot Group ● Consider groups with a need to create deeper working relationships and to share knowledge ● Not everyone has to be active – Analysts have identified a pattern of 90:9:1 where 90% of users are lurkers/readers, 9% are active participants, and 1% are early adopters/evangelists ● Locate your EVANGELISTS - the people everyone goes to when they need to know what's going on ● Show people easy entry points – Profiles, Dogear, etc. – Evangelsits can help
  • 26. The Pilot Group - Evangelists ● Identify people that can be evangelists in the organization ● These people tend to already show their value in consumer sources (Facebook, Twitter, LinkedIn, etc.) – They are usually plugged into the “YellowVerse” ● May also be the “emcee of the water cooler” ● This is a permanent role – and management needs to plan accordingly
  • 27. The Pilot Group ● Conduct a pre-and-post-assessment – ask the pilot group “how do you...” – Find information about people (such as title, reporting structure, contact information) – Find people based on skills, background or area of interest – Find information related to a topic – Find others with a common interest or practice – Keep up with a person or topic area – Develop new relationships with others within the organization – Improve personal productivity or knowledge – Share experiences with others
  • 28. The Pilot Group – Intro Class ● This is a requirement ● Some suggested goals/activites for the class – First pilot class is for the Evangelists – Pilot Class agenda (not inclusive) – Walk through the system – Fill out a profile – Add people to your network – Add a bookmark
  • 29. The Pilot Group – Intro Class ● More suggestions – Create a blog/blog entry – Tag blogs, people, and bookmarks – Create a community and join a community – Share some files – Create and edit a wiki – Create and share an activity
  • 30. The Pilot Group ● Ongoing - train and measure – Conduct a “Train the Evangelists” session so they can train and mentor others – Conduct periodic “Lunch and Learn” sessions throughout pilot – Have regular checkpoint meetings with Evangelists – Measure things such as Connections usage, changes in enterprise social network, and progress toward your goals
  • 31. The Pilot Group - Checkpoints ● Follow up is conducted by the Evangelists – Assigned based on organization, division, geo, etc. ● Follow up is conducted weekly ● Create goals for weekly achievement ● Measure weekly goals
  • 32. The Pilot Group - Checkpoints ● Weekly Evangelist discussion – Measurement from weekly goals – Setup goals for next week – Issues, ideas – Document in wiki or blog ● These should run until the end of the pilot
  • 33. Adoption Plan for the Larger Community ● Expand and advertise – Consider an “open” pilot – Expand participation in the “supported” pilot – Schedule Lunch and Learns led by your Evangelists – Advertise your new social networking environment using traditional methods
  • 34. Adoption Plan for the Larger Community ● Track the usage and value of Lotus Connections – Identify areas where teams rely heavily on a specific component – Remember to conduct surveys on usage and how it has aided their work efforts – Consider integrating with existing collaborative tools – HR portals, discussion dbs, etc. to drive value higher
  • 35. Overcome Common Hurdles ● Concerns about the effects on productivity – Performance concerns are largely unfounded – Problem individuals can be handled as a performance mgmt. issue ● Concerns by an uninformed legal department – Educate your legal department about social software – Help legal craft appropriate guidelines – Research other companies' guidelines (e.g. IBM Blogging Guidelines) ● Concerns about inappropriateness – Ensure nothing is anonymous – Remind users of Conditions of Employment agreements – Inappropriate content can be easily flagged
  • 36. Adoption Recipes ● Publicize it – create a marketing plan – Emails, Newsletters, Intranet Announcements, Paper Flyers, Posters, etc. ● Hold “Population Parties” – As a part of other meetings – Use for populating things like Profiles, Dogear; or for creating or joining Communities, etc. – Consider setting up a photo booth to capture photos for profiles – Give prizes
  • 37. Adoption Recipes ● Help your users out – Create short videos – Create “Quick Start” guides – Keep your Evangelists employed ● Allow your users to have some fun – Allowing more personal usage will keep them coming back – Personal blogs, recipe sharing, etc. – Encourage internal “tweetups”
  • 38. The “Six Week Plan” ● Week 1: Work with Evangelists; create plan of attack ● Week 2: Pilot training ● Week 3: Pilot with mentoring by Evangelists ● Week 4: Pilot with mentoring by Evangelists ● Week 5: Pilot with mentoring by Evangelists ● Week 6: Gather metrics; report to management ● Remember – metrics are gathered throughout
  • 39. Base Level of Participation? ● Do you require a base level of Participation? – Probably a good idea, at least until reaching critical mass ● Each company will need to determine this ● Based on each service: Profiles, Communities, Blogs, Bookmarks, Activities, Files and Wikis ● All services will probably not be appropriate for all users ● ALL users MUST complete and updated profile – You must “pay to play” ● Begin with pre-populated fields imported from HR Systems and directory – This has a direct effect on the initial usefulness of the system ● For non-knowledge workers, encourage communities around common interests
  • 40. Improving Adoption ● Theme and skin similar to intranet ● MUST integrate into existing well-used apps (email, intranet, etc.) ● Consider evaluation in performance reviews and hiring efforts ● Periodic reward systems may be appropriate ● Use the recipes – Market with a good name and strong traditional in-house marketing tools (email, flyers, etc.) – Create videos, tip sheets, blogs to help end users ● Ideas: IBM’s Beehive, Hall of Fame – What does it take to be considered a stronger contributor?
  • 41. Improving Adoption ● IBM Beehive – Beehive is an internal social networking site that gives IBMers a "rich connection to the people they work with” on both a personal and a professional level. – Beehive helps employees make new connections, track current friends and coworkers, and renew contacts with people they have worked with in the past. – When employees join Beehive, they get a profile page. They can use the status message field and the free-form “About Me” section on their profile page to let other people at IBM know where they are, what they are doing, and what they are thinking. – Beehive also lets them post photos, create lists to share their thoughts, and organize events. ● 852573d1005cc0fc?OpenDocument
  • 42. Encourage the use of Profiles ● The value of your social network is not usually in quantity but QUALITY ● Always include a picture ● Use a sound recorder to create a pronunciation ● Complete your profile and schedule regular updates – New personal information – New projects (completed or present) ● Try to provide status updates daily ● Tag yourself and others ● Provide links to other social networking sites
  • 43. Encourage the use of Communites ● Encourage the creating of communities of common interest that are not work-related ● For geographically dispersed companies, create communities based on job roles or similar job functions ● Perhaps include feeds into the community from specific tags or external blogs ● Evangelists should continue to farm communities – Plant seeds of discussion – Feed and water participation – Harvest value and promote in the market
  • 44. Encourage the use of Blogs ● Ask Executives to begin publishing regular memos or newsletters in blog format ● Setup blogs for users to “share your story” ● Setup a blog that is connected with a community ● Don’t just focus on the number of blogs – Encourage participation in the blog – Comments can be as effective if not more – Rating posts provides value ● Teach about RSS feeds and automated notifications about new entries/comments
  • 45. Encourage the use of Bookmarks ● Tagging is key for organization of bookmarks ● Include tools to easily share bookmarks ● Rating of bookmarks helps other users ● Bookmarks also act as pointers to people ● Apply feeds of tags associated with bookmarks into communities ● Create bookmarks as a personal storage of weblinks ● Integrate “Fresh” content into home pages (websites, intranet, Connections HP) ● CREATE, TAG, SHARE, SEARCH
  • 46. Encourage the use of Activities ● Have HR create re-usable activities for on- boarding and off-boarding ● Encourage IT Managers to begin creating activities relative to their projects ● Create reusable assets for the Sales team which guide them through the sales process
  • 47. Encourage the use of Files ● Best used for ad-hoc sharing of files ● Larger collections should be in Activities or in document repositories (such as Quickr) ● Use Files within context of Communities and Blogs ● Provides an on-line backup of specific files
  • 48. Encourage the use of Wikis ● Convert policy documents into wikis ● Start using wikis to document meeting minutes ● Create “Feature Request” wikis: Suggestion Box ● Consider wikis as shareable To-Do lists ● Vacation Day wiki ● Can status updates be fed into a wiki? Provide a space for daily team updates
  • 49. Conclusion ● Social Networking is a paradigm-shifting phenomenon – and is here to stay ● Saavy technologists realize that you can (and should) bring the power of social networking into your organization – and we have the tools to do it ● You must have actively drive the adoption of social networking in your organization ● Lotus Connections is the platform, YOU (and your plan) are the catalyst
  • 50. Thank You! ● Questions? ● Email: ● Twitter: @lotusgeek ● Google Profile: ● Facebook Profile: ● LinkedIn Profile: ● Become a Fan of WorkFlow Studios on Facebook: – ● Follow WorkFlow Studios on Twitter: –
  • 51. Appendix ● All of the slides past this one are extras ● They provide some insight into social networking for the Lotus Professional ● These are the technologies and sites you should use, today, to be a part of the “YellowVerse” ● Once again, contact me if you have any questions!
  • 52. What is Twitter, Anyway? ● Twitter is a company, offering a microblogging service ● Twitter allows you to connect with your friends, coworkers, colleagues, and clients directly on their cell phone or computer in a non-obtrusive way ● Twitter lets you post short text updates (140 characters maximum) from a computer or handheld device that repeatedly answer the question, "What are you doing?" ● Your updates are listed chronologically on a personal page that can read like a Red Bull-fueled day-planner (most use a reader, though). ● Others can sign up to follow your "Tweets," as they're called, and you can follow theirs ● An aside - You can set up a keyword, such as a company's name, and see how it is being used in the “Twittersphere”.
  • 53. What about Blogging? ● Two ways to participate in the “blogosphere” – Reader and commenter – Blogger ● Should I create a blog? – Only if you’re committed – Only if you’re thick-skinned – Only if you have “something to say” ● But you should READ the Lotus blogs! ● How do you keep up?
  • 54. RSS/Feed Reader ● Google Reader - or another free reader client like FeedDemon –
  • 55. IBM Blog Feeds of Interest ●
  • 56. One More Feed of Interest ●
  • 57. Planet Lotus ● Blog “aggregator” created by Yancy Lent ● Any Lotus blog worth reading is there ● Replaced RSS feed for me ●
  • 58. Sametime Community ● The folks at Lotus911 (now Group) have created: – ● Free (FREE!) SAMETIME COMMUNITY ● (sametime server) ● Add “YellowBleeders” group for everyone!